Approved Defense Logistics Management System (DLMS) Change 127 

UID of Items and RFID in the DLMS Shipment Status (856S) 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO)

b. Sponsors:

 (1) Supply Process Review Committee, Chair: Ellen Hilert, DLA DLMSO (J-6411), 

703-767-0676 (DSN 427), ellen.hilert@dla.mil

 (2) Unique Item Tracking Committee (UITC)/MILSTRAP Chair: Mary Jane Johnson, DLA 

DLMSO (J-6411), 703-767-0677 (DSN 427), mary.jane.johnson@dla.mil

2. REFERENCES: 

 a. All DLMS Supplements listed in this memorandum are posted to the DLMSO Web site at 

http://www.dla.mil/j-6/dlmso/elibrary/TransFormats/x12.asp. Federal Implementation Conventions 

are available at http://fedebiz.disa.mil/cgi/advsearch.cgi. 

 b. UII policy and associated documentation are available at:

http://www.acq.osd.mil/UID/index.html. 

 c. DUSD AT&L memorandum dated February 20, 2004, subject: Radio Frequency Identification 

Policy – UPDATE.

3. FUNCTIONAL AREA: Primary: Supply

4. REQUESTED CHANGE: 

a. Title: ADC 127, UID of Items and RFID in DLMS Shipment Status 

b. Description of Change: This change updates the DLMS Shipment Status to carry UID 

information and passive RFID tag information. The DLMS 856S Shipment Status is used by DOD 

shippers to provide requisition-level shipment status to the customer and designated status recipients. 

Since policy and procedures are not fully defined, this PDC is considered a planning tool for 

establishing techniques for accommodating UID and RFID tag data within transactional exchanges 

under the DLMS. As procedures are developed, additional DLMS changes will be staffed. This is 

provided as a first step in documenting changes which may be used to support business process 

improvements. Component system changes which are required to support the integration of the UII 

or RFID tag data requirements are not identified in this change. Significant revisions from PDC 122A 

are identified by blue highlighting. [Active RFID is not addressed anywhere in this document.] 
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(a) The revised shipment status structure provides the flexibility to identify the non-parsable 

UII value and each of its component and related elements separately. There will be a separate 

Hierarchical Level (HL) loop for each item identified. The available data fields are: UII, serial 

number, enterprise identifier and/or manufacturer, original part number, current part number, batch/lot 

number, and UII type. 

(b) The field size of the UII has been subject to fluctuation; the current requirement is for a 

maximum of 78 characters. To allow for the longer length of the UII it is mapped to an ANSI text 

field (vice the shorter reference number field). 

(c) The revised requisition-level shipment status also provides the flexibility to identify up to 

multiple levels of packing to which an RF tag may be identified. There will be a separate HL loop for 

each of the level. 

(d) A parent/child relationship may be established between the UID and the UID packaging 

layer (to associate the UID item with the RF tag on its packaging). In addition, a parent/child 

relationship may be established between each of the packing layers (e.g., to associate which case is in 

which pallet). The number of pieces and quantity associated with a particular layer are not 

identified in this version of the 856S. Changes to accomplish this will be considered for a future 

version or for a separate transaction.

(e) The transaction structure will accommodate DLMS unique item tracking by serial number. 

This is a transitional requirement which may be employed until tracking by UII is implemented across 

DOD. 

(f) This transaction is provided using ANSI Version 4030. The existing implemented 4010 

version will continue to be supported until Components migrate to the higher level. 

(g) The original 4010 structure was intended to permit multiple shipment status transactions 

(different requisition document numbers) to be included in a single 856S transaction exchange using 

multiple HL loops (for economy of transmission; not for any functional purpose such as describing an 

entire shipment unit and its contents). The 4030 structure is intended to reflect only a single 

requisition-level shipment status transaction. The ANSI transaction could support multiple status 

transactions in a single transaction exchange plus all the new HL loops for UID and RFID, but such a 

complex transaction is not desirable at this time. The current practice for implementation of the 856S 

uses only a single HL shipment status loop (only USAMMA has expressed interest in the ‘multiple 

transactions within a transaction set’ capability). 

(h) The 856S provides UID and RFID information applicable to the initial TCN. 

Consolidations and breakdowns of the shipment unit resulting in a new hierarchical (parent/child) 

relationship by TCN will be addressed separately. An 856A, Consolidated Shipment Notice, based 

upon the TAV/TAW transactions is under consideration. The 856A is the responsibility of 

USTRANSCOM and will be coordinated with the Defense Transportation E-Business Committee. 

(i) The following diagram is provided to visually portray the concept for how RFID tags may 

be nested in a particular shipment. The DLMS shipment status transaction can mimic the physical 

nesting using a hierarchical structure defined by the HL loop. HL looping permits data to be 

structured to reflect subordinate levels (a parent/child relationship). In the example below, the RFID 

on the carton is a child to the pallet. The 8 item pack RFIDs for UID items are the children to the 

carton. The item contained within the item pack is the child of the specific item pack RFID. (This 
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example shows only one item per UID packaging. There is a potential for multiple items to be 

contained within the UID item pack. In that situation, the UID item pack would be the parent to 

multiple UID child loops. 

(j) The diagrams below are provided to clarify the complex relationship between 

requisition/shipment status and RFID. These diagrams illustrate that the information associated with a 

particular RFID may vary. Procedures for receipt processing based upon RFID will require careful 

consideration. The box shapes used for these diagrams should not be construed as representative of 

the type of packaging. The intent is to reflect levels of interior and exterior packaging and their 

association with the customer’s shipment status. 

(k) DLA has indicated that initial implementation for December 2004 will provide an RFID in 

association with the military shipment label (MSL). There will be a single TCN on the 856S which 

will be the highest level TCN generated at the depot – the same TCN which would have appeared on 

the equivalent MILSTRIP AS_ shipment status. 

Passive Pallet Tag 

associated to a... 

Passive Carton Tag 

associated to ... 

8 RFID Packaging Tags 

each with 1 associated 

UID item 

Requisition A MSL 

RFID A 856S A - TCN A - RFID A 

Scenario 1 – Material shipped in

single unit. 

• One customer requisition. 

• RFID applied to exterior. 

• Shipment status transaction 

with document number, 

quantity, TCN, and RFID 

forwarded to status 

recipients via DAAS.
4

Requisition A MSL 

RFID 

A 

MSL 

RFID 

B 

MSL 

RFID 

C 

856S A - TCN A - RFID A 

856S B - TCN B - RFID B 

856S C - TCN C - RFID C 

Scenario2 – Material shipped in 

separate pieces; partial 

TCN. 

• One customer requisition. 

• Shipped in multiple pieces 

as partial shipments (This is 

not ICP split indicated by 

suffixing. This is partial by 

depot indicated by the TCN 

construct). MSL/RFID on 

each piece. 

• Three shipment status 

transactions with same 

document number, partial 

quantity applicable to each, 

partial TCN, and different 

RFID. 

Requisition A 

MSL 

RFID 

A 

PIECE 

1 

856S A - TCN A - 

RFID A, RFID B, & RFID C 

Scenario 3 – Material shipped in 

separate pieces without 

consolidation; no partial 

TCN. 

• One customer requisition. 

• Shipped in multiple pieces. 

MSL/RFID on each piece. 

• One shipment status 

transaction with single total 

quantity, document number, 

TCN, but with a multiple 

applicable RFID tags. 

• Potential Problem: 

Separation of pieces during 

shipment may occur. There 

is no association of specific 

piece quantity to the specific 

tag. 

MSL 

RFID 

B 

PIECE 

2 

MSL 

RFID 

C 

PIECE

3 
 5

RQN C 

Scenario 4 – Interim Solution 

(Lead TCN Concept) 

Multiple requisitions 

contained in single 

shipment unit, e.g. 

multipack or palletized 

unit. 

• Same customer with three 

requisitions to same 

destination. 

• Shipped as a single unit with 

one MSL and one RFID. 

• Three shipment status 

transactions; each with 

different NSN, document 

number, quantity, same lead 

TCN, and same RFID. 

• No interior tags will be 

applied by under the interim 

solution. If interior vendorapplied tags already exist 

they will not be referenced in 

the transaction. 

Requisition A 

Requisition B 

Requisition C MSL

RFID 

A 

856S A - TCN A - RFID 

856S B - TCN A - RFID 

856S C - TCN A - RFID A 

Requisition A 

Requisition B 

Requisition C 

RQN 

A 

RFID 

A 

856S A – TCN A – 

RFID C (parent) & 

RFID A (child) 

856S B – TCN A – 

RFID C (parent) & 

RFID B (child) 

856S C - TCN A - RFID C 

Scenario 5 – Interim Solution 

(Lead TCN Concept with 

visibility of interior RFID) 

 Three requisitions 

contained in larger 

shipping unit. Customer 

status reflects the interior 

RFID for requisitioned 

material (if applicable) and 

exterior RFID for shipment 

unit. 

• One customer with three 

requisitions to same 

destination. 

• Shipped as a single unit. 

One RFID on exterior. 

Inside, two containers also 

use RFID. 

• Three shipment status 

transactions with different 

NSN, document numbers, 

lead TCN, and same exterior 

RFID. Subordinate loops on 

two of the 856S transactions 

indicate nested RFID. 

RQN 

B 

RFID 

B 

RFID C 

RQN C 
6

Requisition A 

Requisition B 

Requisition C 

RQN 

A 

RFID 

A 

856S A – TCN X – 

RFID C (parent) & 

RFID A (child)

856S B – TCN X – 

RFID C (parent) & 

RFID B (child) 

856S C - TCN X - RFID C 

Scenario 6 – Interim Solution 

(‘Non-MILS’ DepotConsolidated TCN 

Concept with visibility of 

interior RFID) 

 Three requisitions 

contained in larger 

shipping unit. Customer 

status reflects the interior 

RFID for requisitioned 

material (if applicable) and 

exterior RFID for depotconsolidated shipment 

unit. 

• One customer with three 

requisitions to same 

destination. 

• Shipped as a single unit. 

One RFID on exterior. 

Inside, two containers also 

use RFID. 

• Three shipment status 

transactions with different 

NSN, document numbers, 

depot-constructed TCN, but 

same exterior RFID. 

Subordinate loops on two of 

the 856S transactions 

indicate nested RFID. 

RQN 

B 

RFID 

B 

RFID C 

RQN C 

856S A – TCN A – 

RFID E (parent) 

RFID C & D (children of E) 

RFID A & B (children of C) 

UID 1 (child of RFID B) 

UID 2 (child of RFID B) 

Requisition A 

Pallet RFID E

UID RFID 

A 

Case RFID C 

UID 1

UID 2

Case RFID D 

UID 

Pack 

RFID 

B 

Scenario 7 – Long Term Solution 

with RFID/UID 

Single shipment unit with 

three levels of RFID

applicable to single 

requisition of uniquely 

identified material (no 

other requisitions in this 

shipment unit). 

• One customer requisitionlarge quantity of UID 

material. 

• Shipped as a single unit. 

RFID on exterior. 

• Inside shipment unit are two 

cases of UID items with RFID 

on each. 

• One shipment status with 

single quantity and TCN. 

Three levels of nested loops. 

UID loops associated with 

RIF on packaging (two UID 

items per UID package). 

(Only two UID loops 

illustrated in this diagram, but 

actual transaction would 

h UID l f h
 7

(l) The format of the RFID tag has not been finalized at the time of this staffing. The following 

format for outbound shipments is currently under consideration. In this construct, the tag 

identification would be passed as a hexadecimal value.

 8 BIT HEADER: Fixed Hexadecimal value (FF) 

 4 BIT FILTER: Three values currently assigned for UID, Case, and Pallet. An additional 

value (0011) will be assigned for Shipment Control Tags to be used by DSS for interim solution.

 36 BIT SHIPPER ID: DODAAC or CAGE+Blank. 

 48 BIT SERIAL: Considered more than sufficient to insure uniqueness. 

c. Procedures: Modify DOD 4000.25-M, Defense Logistics Management System Manual as 

follows: 

(1) Update DLMS manual front matter:

Terms and Definitions: 

Enterprise Identifier (EID). An activity identifier code assigned to the entity that is responsible for 

assigning the unique item identification to an item. EID codes are uniquely assigned by a registration 

(or controlling) authority (e.g., Dun & Bradstreet’s Data Universal Numbering System (D-U-N-S), 

European Article Number (EAN).Uniform Code Council (UCC) System, and Allied Committee 135). 

Issuing Agency Code (IAC). The IAC represents the registration authority that issued the enterprise 

identifier. The value for the IAC is assigned by the Registration Authority for ISO/IEC 15459-2, 

Registration Procedures. The current Registration Authority of ISO/IEC 15459-2 is NEN – Nederlands 

Normalisatie-instituut. The IAC can be derived from the data qualifier for the enterprise identifier and 

does not need to be marked on the item or carried in the DLMS transaction. 

Radio Frequency Identification (RFID). RFID systems consist of an antenna, a transceiver with a 

decoder, and a transponder, typically called an RFID tag. Depending on the type of tag used, the 

RFID tag may contain a simple “license plate” uniquely identifying the specific tag, or it may be 

programmed with application-specific information. The antenna acts as a link between the tag and the 

transceiver. Often, the antenna is packaged with the transceiver and decoder to become a reader, also 

known as an interrogator. Interrogators can be handheld or fixed-mount devices. The reader decodes 

the data and passes that information to a computer for processing. The information can be used for a 

wide variety of inventory management or other identification applications through a central database. 

 Passive RFID tags have no on-board battery and they provide short communication ranges (1-

5 meters). These tags have a low data bandwidth and cannot initiate communications, they must be 

read. 

Semi-passive RFID tags have an internal power source for tag circuitry which allows the tag 
8

to complete functions such as monitoring of environmental conditions and which may extend the tag 

signal range. 

Active RFID tags allow extremely low-level RF signals to be received by the tag and the tag 

(powered by its internal source) can respond by generating a high-level signal back to the 

reader/interrogator. Active RFID tags can hold large amounts of data, are continuously powered, and 

are normally used when a longer tag read distance is desired. 

Unique Identification (UID) of Items. The application of a set of data elements that is globally 

unique and unambiguous, ensures data integrity and data quality throughout life, and supports multifaceted business applications and users. 

Unique Item Identifier (UII). An identifier used in unique item tracking programs to uniquely 

identify an individual asset used within DOD. The UII may be derived from a DOD-approved 

commercially-accepted identification methodology [e.g., Vehicle Identification Number (VIN)] or a 

composite structure defined by the DOD [refer to UID Construct 1 and UID Construct 2]. 

Formation of the UII relies upon two primary methods of serialization: (1) Serialization within the 

enterprise and (2) Serialization within the original part number of the enterprise. Regardless of 

which numbering system is used, the UII must include the Enterprise Identifier. Refer to OSD 

policy and supporting documentation for specific guidance at 

http://www.acq.osd.mil/UID/index.html. Refer to MIL-STD-130L for specific guidance marking of 

U.S. Military property. 

Unique Item Identifier (UII) Type. A designator that identifies the specific structure and syntax of 

a type of UII. Specific examples of the UII Type are: Vehicle Identification Number (VIN), UID 

Construct I (UID1), UID Construct I (UID2).

Unique Identification (UID) Construct I. This is a concatenated UII based upon serialization within 

the enterprise. The UII contains the IAC, EID, and serial number.

Unique Identification (UID) Construct II. This is a concatenated UII based upon serialization 

within the part. The UII contains the IAC, EID, original part number, and serial number. For legacy 

material, a subset of UID Construct II (referred to as Construct IIA) contains a batch, lot number, or 

other production run number required for uniqueness of the serial number within the part. 

Acronyms and Abbreviations: 

EID Enterprise Identifier 

IAC Issuing Agency Code 

RFID Radio Frequency Identification 

UII Unique Item Identifier 

UID Unique Identification 

(2) Update DLMS Supplements. Mapping and associated notes for ANSI ASC X12 formats are 

identified at Enclosure 1. Changes will be applied to XML equivalent transactions. 

(3) Update DLMS Chapters. Not available at this time. 
 9

5. REASON FOR CHANGE: OSD policy for the UID states that the Unique Item Identifier 

shall be the primary pointer or key data element for the AIS in all computational functions including 

inventory acceptance, item accountability, storage, issue, receipt, valuation, maintenance, and disposal. 

In support of this requirement, future logistics transactions must identify the UII. This change is 

required to incorporate the UII as currently defined within DLMS logistics exchange transactions and 

provide maximum flexibility. [Note: The UII terminology currently carried in DLMS is comparable 

to the serial number, but does not equate to a UII under the new DOD definition since it lacks 

“uniqueness” when used alone. This change introduces the revised understanding of the term “UII.”] 

OSD policy for passive RFID is being finalized. Draft policy (as of July 7, 2004) requires RFID 

implementation by DOD shippers at the case or pallet level. RFID at the UID packaging level for 

items requiring UID is not included for initial implementation. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: Supports implementation of UID/RFID policy within the supply functional area. 

b. Disadvantages: None specifically identified; however, policy is evolving and additional 

changes may be required to modify or enhance the transactional exchange as outlined in this proposal. 

7. IMPACT: Publication(s): DOD 4000.25-M, DLMS, and 856S Federal IC and corresponding 

DLMS Supplement. Revisions to Federal ICs will be submitted to the EDISMC/Logistics Functional 

Work Group for coordination/approval.

8. DS 856S Examples: 

Interim RFID Solution 

ST~856~(transaction control number) Header

BSN~00~ZZ~(date-ccyymmdd)~(time-hhmm)~~AS Beginning Segment – Shipment Advice

HL~1~~V Address information loop

 N1~SB~~M4~(RI code)~~FR Originating transaction organization 

 N1~GP~~M4~(RI code)~~TO Send transaction to DAASC (AS8 equivalent) 

HL~2~~W Shipment status loop

 LIN~~FS~(NSN) NSN 

 SN1~~7~EA Total quantity and Unit of Issue of shipped 

 items 

 TD5~~~~(conveyance mode code) Method of shipment 

 REF~TG~(TCN) Lead TCN 

 REF~TN~(document number)~~W8~(suffix number) Supply document number and suffix 

 REF~FG~(fund purpose code)~~ FU^(fund code) Fund purpose code and fund code 

 REF~TT~(POE terminal code) POE 

 LM~DF Identifies DOD as agency assigning code values 

 LQ~0~AS8 DLSS Document ID code 

 LQ~DE~(signal code) Signal code 

 LQ~DF~(media and status code) Media and Status code 

 LQ~A9~(supplementary address) Supplementary address 

 LQ~BC~(shipment hold code) Hold code 

 LQ~AK~(distribution code) Distribution code 

 LQ~AL~(special handling/expedite code) Special handling/expedite code (from MILS 
10

 RDD field) 

 DTM~011~(date-ccyymmdd) Date shipped 

HL~3~~P RFID Loop 

 REF~JH~(tag number) RFID tag number, e.g., for unitized pallet load 

SE~77~(transaction control number) Transaction Set Trailer

Nested Looping with UID (UID portion for illustration only)

Shipment is a tagged unitized pallet load containing two tagged shipping container. One of the tagged 

containers contains a tagged UID unit pack containing which contains two UID-identified items. 

ST~856~(transaction control number) Header

BSN~00~ZZ~(date-ccyymmdd)~(time-hhmm)~~AS Beginning Segment – Shipment Advice

HL~1~~V Address information loop

 N1~SB~~M4~(RI code)~~FR Originating transaction organization 

 N1~GP~~M4~(RI code)~~TO Send transaction to DAASC (AS8 equivalent) 

HL~2~~W Shipment status loop

 LIN~~FS~(NSN) NSN 

 SN1~~7~EA Total quantity and Unit of Issue of shipped 

 items 

 TD5~~~~(conveyance mode code) Method of shipment 

 REF~TG~(TCN) Lead TCN 

 REF~TN~(document number)~~W8~(suffix number) Supply document number and suffix 

 REF~FG~(fund purpose code)~~ FU^(fund code) Fund purpose code and fund code 

 REF~TT~(POE terminal code) POE 

 LM~DF Identifies DOD as agency assigning code values 

 LQ~0~AS8 DLSS Document ID code 

 LQ~DE~(signal code) Signal code 

 LQ~DF~(media and status code) Media and Status code 

 LQ~A9~(supplementary address) Supplementary address 

 LQ~BC~(shipment hold code) Hold code 

 LQ~AK~(distribution code) Distribution code 

 LQ~AL~(special handling/expedite code) Special handling/expedite code (from MILS 

 RDD field) 

 DTM~011~(date-ccyymmdd) Date shipped 

HL~3~~P RFID Loop 

 REF~JH~(tag number) RFID tag number, e.g., for unitized pallet load 

HL~4~3~P RFID Loop 

 REF~JH~(tag number) RFID tag number, e.g., for external container 1 

HL~5~3~P RFID Loop 

 REF~JH~(tag number) RFID tag number, e.g., for external container 2 

HL~6~5~P RFID Loop 

 REF~JH~(tag number) RFID tag number for UID unit pack (in container 

2) 

HL~7~6~I UID Loop

 REF~U3~~(UII number)~T0^UID2 UID and UII type 

 REF~PM~(original part number) Original part number 

 REF~QW~(new part number) New part number 

 REF~SE~(serial number) Serial number 
 11

 REF~BT~(batch number) Batch number 

 N1~IAT~33~(enterprise ID expressed as CAGE) Enterprise ID 

 N1~MF~33~(manufacturer’s CAGE) Manufacturer’s CAGE

HL~8~6~I UID loop 

 REF~U3~~(UII number)~T0~UID2 UID and UII type 

 REF~PM~(original part number) Original part number 

 REF~QW~(new part number) New part number 

 REF~SE~(serial number) Serial number 

 REF~BT~(batch number) Batch number 

 N1~IAT~1~(enterprise ID expressed as DUNS number) Enterprise ID 

 N1~MF~33~(manufacturer’s CAGE) Manufacturer’s CAGE

SE~77~(transaction control number) Transaction Set Trailer

Enclosure